Sensitive information hides everywhere in a typical business. From employee data to confidential client agreements, a lack of organization might lead to lost or stolen documents. Thankfully, a solid records management system helps prevent these mishaps.
If you’re looking to start managing your records or hire a records management service, these five tips will help you get started.
1. Limit Important Document Access
When it comes to important documents, not everyone should be able to access them. By limiting access to one or two people, documents are safer and less likely to get mishandled. Access can be granted for a limited time to those who need it.
Be sure that when granting access, files are signed out with the date, time, and the person’s name who is taking them.
2. Keep Important Documents Locked Up
Around one in five data breaches involve paper records. Loose documents with no barrier to access can easily get misplaced or stolen.
To lock up physical documents, consider getting a filing cabinet with a key. The key should stay with a trusted employee and should never get copied.
If your business has an abundance of documents to store, consider an off-site storage service. Off-site storage keeps documents safe and organized without taking up space within your business. If you require a specific document in-person, the service delivers it quickly.
For digital documents, consider an online cloud storage system with a password and limited employee access. These platforms also help keep digital files organized.
3. Destroy Records Safely
Destroying confidential documents isn’t as simple as throwing it in the trash. Confidential documents need to be safely destroyed to prevent tampering and theft.
For digital documents, it’s best to destroy where they’re stored. Wiping a digital document off the internet isn’t as secure as hard drive destruction because hackers can still find a way to access the data.
Physical documents are much easier to destroy. A paper shredder removes all traces of personal information. However, if you plan on shredding documents in bulk, consider a shredding service. Shredding services can handle a large number of paper documents and they’re shredded finer than you could do with store-bought shredders.
Using a shredding service ensures that your documents are properly shredded.
4. Train Your Employees
All of your employees should be trained in handling confidential information related to the business. For example, a cashier taking an order over the phone should never write down the customer’s credit card number.
They should also be aware of what constitutes a confidential document and how it should be stored or destroyed.
Security precautions help maintain good security and prevent theft. Businesses with a high number of confidential data should also teach employees to stay mindful and guard documents as a priority.
5. Conduct Audits
Even with proper training, mistakes happen. Audits help monitor potential threats, possible confidentiality mistakes, and other issues.
Consider performing a quarterly audit involving security and sensitive documents to stay on top of it. This audit involves checking physical and digital safety measures.
Audits may also involve extra training or procedure refreshers. The more often you train your employees on safety standards, the stronger your security precautions will be.
Relying on Records Management
Not only does records management keep vital business records safe, but it also helps businesses stay organized. With all of the available options for safe management, any business can kickstart their path towards proper records management.
If you’re looking for professional records management for your business, look to Federal Records Management & Shredding in Fort Wayne, IN. We provide paper shredding, records management, and provide hard drive destruction services as well as employee training to make sure your business’s documents are secure.
